Accounts Payable Duplicate Payments & Audit Software System Procurement

Concepts

• software services
• winchester
• hcc
• finance system
• accounts payable duplicate payments
• duplicate payments
• software package
• replacement cots software licences
• cots software system
• audit service

Location

Hampshire and Isle of Wight: Please refer to the ITT documents on our procurement portal https://in-tendhost.co.uk/hampshire/aspx/Home

Description

The Accounts Payable Team process over 950,000 transactions every year on behalf of the Authority and other entities. The team currently use a software package to audit the finance system to discover duplicate payments and uses this information to prevent potentially fraudulent transactions and claw back payments made in error from suppliers. The Authority is looking to procure replacement COTS software licences, including support, maintenance and training. HCC is not looking for an outsourced duplicate payment and audit service - this activity is to be kept in-house.

Total Quantity or Scope

A duplicate and fraudulent payment auditing COTS software system is in scope of this contract. HCC is not looking for an outsourced duplicate payment and audit service - this activity is to be kept in-house. HCC is looking to contract for a period of 3 years with optional extensions of 4 x 12 month periods up to a total contract term of 7 years. The Authority requires a COTS solution which has a product lifecycle/road map that supports this contract term and must allow HCC the option to take up additional features/improvements during the contract term. Support and maintenance of the system is in scope of this contract. HCC wishes to procure 15 licences initially, but there needs to be scope to increase the number of licences to at least 20 if required during the contract term. The current number of transactions is circa 950,000 per year, but the system must have the ability to increase to 1.5M transactions per year and also have the ability to cater for double the current volume of transactions should HCC require this during the contract term. The system must have the scope to process double the number of supplier records should HCC require this during the contract term. HCC must have the ability to increase the number of entities where further onboarding takes place during the contract term. The system and the HCC data held within it must be hosted in the UK or the EEA and must not be transferred or processed outside the UK or EEA. The system must be implemented and be operational by the 30 November 2023.

Renewal Options

The contract will have options to extend on an annual basis for a four year period after the initial three year term.

CPV Codes

• 72260000 - Software-related services

Indicators

• This is a one-off contract (no recurrence)
• Renewals are available.

Other Information

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